Third Party Process Overview

Generated by Jive on 2014-09-15+02:00
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SAP ERP Sales and Distribution (SAP SD):
Third-party process overview
Posted by Joanna G Jun 8, 2013
In third-party process the delivery of the goods required by the customer is not done by sales organization
where customer orders. Instead, the request of the goods is forwarded to an external vendor who sends the
material directly to the customer.

Here is what happens in third-party process:
1. Customer orders goods and a sales order is created in a sales organization
2. Purchase requisition is created automatically when sales order is saved.
3. Purchase order is created at the vendor in the MM purchasing application (manually or automatically)
4. If the vendor does the outbound delivery to the customer, the goods receipt can be posted in the system
5. Invoice receipt is created (invoice from vendor)
6. Invoice to customer is created (order based invoice)

SALES ORDER
Third-party process is triggered when the sales order with third-party item is created. Depending on settings
done in customization third-party item categories can be automatically determined by the system (automatic
third-party processing) or they can be changed from standard item to third-party item category in sales order
(manual third-party processing).

Sales order type used for third-party OR (standard order)
Item category for third-party TAS
Schedule line category for third-party CS

Lets look deeper into the settings in the system done for automatic and standard third-party
process:

ITEM CATEGORY TAS:
SAP ERP Sales and Distribution (SAP SD): Third-party process overview
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Create PO Automatic indicator is not marked in TAS. ALES is an item category for third-party processing where
this indicator is marked.

ITEM CATEGORY DETERMINATION
Item category TAS will be determined automatically for standard order (OR) and item category group BANS
(third-party item). Item category group can be found in material master, Sales: Sales org.2 view.

SCHEDULE LINE CATEGORY CS
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Data: Order type = NB, Item Category = 5 and Acct.AssgntCat = X is the data for Purchase requisition. If it
is filled like above the purchasing requisition will be created automatically as standard purchasing requisition
(NB), with item category S and acc.assign cat X. The mapping of item category (from 5 to S) can be found
in IMG: MM->Purchasing->Define External Representation of item categories. The definition of account
assignment category can be found in IMG: MM->Purchasing->Account assignment->Maintain acc.***.
categories

SCHEDULE LINE CATEGORY DETERMINATION

THIRD-PARTY PURCHASE REQUISITION
After saving sales order with item category TAS the purchase requisition is automatically created. In order
to see the document go to: Environment -> Status overview and expand data for item, then expand data for
purchase requisition as well:

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Double click on the requisition number and you will be taken to the purchase requisition document. The other
way is to go to schedule line where you can find the purchase requisition number.
If third-party item has more than one schedule line with confirmed quantity > 0, then purchase requisition is
created for each schedule line.
It is wise to have the vendor determined in source of supply at this stage of the process (i.e. source list)

MANUAL PURCHASE ORDER
The purchase requisition needs to be converted into purchase order in MM (t-code me21n). The purchase
order document type is NB (standard order), item category S, that must be assigned to account. Thus account
assignment category needs to be given. In this example it is X (automatically taken during conversion from
purchase requisition, as it was defined in item category CS).
The definition of acct assignment category can be found in IMG: MM->Purchasing->Account assignment-
>Maintain acc.***. categories:
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Note: There is also a third-party account assignment category created in the system and its definition looks as
follows:
The mapping of item categories: IMG: MM->Purchasing->Define External Representation of item categories:
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AUTOMATIC PURCHASE ORDER
As it was written before the purchase requisition is created automatically when sales order is
saved. It is possible to automatize the next step, the creation of purchase order, as well. The ALE
function is used for that purpose. The indicator for the automatic creation of purchase order is
not set for TAS item category. However, there is a special item category ALES which can be
used instead in third-party process. The indicator for the automatic creation of purchase order is
marked in ALES by default.

Prerequisites for the automatic creation of purchase order are as follows:
The indicator automatic purchase order needs to be marked in item category definition (item category
ALES has it by default)
Unique source of supply needs to exist for third-party item
At least the document type for the purchase order must be assigned for Sales organization in
customizing under Enterprise structure->Definition->SD->Define, copy, delete, check sales
organization
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If all above prerequisites are set up correctly, purchase order will be created when sales order is saved. Then,
it can be found in document flow in sales order.

GOODS RECEIPT
Since during third-party processing goods are moved directly from the vendor to the customer, inventory
management is not affected by this event. However, if sales department would like to document and enter
delivery to the customer in the system it is possible depending on settings in customization. If account
assignment category 1 is used in item category definition, goods receipt is not possible, as the goods receipt
indicator is not set for this account assignment cat. If account assignment category X is used, goods receipt is
possible.

The goods receipt posting (t-code migo) would have the following effects:
The warehouse stock is not updated
The goods receipt is posted directly to consumption and the consumption quantity is updated
The order value is posted to a GR/IR clearing account for invoice verification purposes
The goods receipt can be traced in the purchase order history

The goods receipt posting should happen when the vendor reports that outbound delivery was executed or
customer confirms that delivery arrives.
Since no flow of goods occurs in the enterprise, the goods receipt posting results in updates on value basis.

INVOICE RECEIPT
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The invoice verification with reference to purchase order needs to be created when invoice from vendor arrives
to enterprise (t-code miro). The value and, if goods receipt was done earlier, the quantity are proposed by the
system. When the incoming invoice is posted following are updated:
Purchase order history
G/L accounts
The vendor account in subledger accounting, as well as the liabilities account (general ledger)

CUSTOMER BILLING DOCUMENT
Once invoice receipt has been entered, the customer can be billed as well (t-code vf01). Since
an outbound delivery doesnt exist for the third-party the invoicing will be order based. In the
item category TAS definition, the billing relevance indicator is set to F by default. That means:
relevant for order-related billing document: status according to invoice receipt quantity. That is,
the system allows invoicing the order only when vendors invoice has been processed in invoice
verification.
The customer invoice is created for the quantity specified in the vendor invoice. The setting in the copy control
for the third-party item category from sales document to billing document specifies that the quantity from the
invoice receipt is transferred to the billing document instead of the order quantity (billing quantity indicator in
copy control is F)
8768 Views Tags: order, sd, third-party, enterprise_resource_planning, sap_erp_sales_and_distribution
Sundar S in response to Joanna G on page 10
Feb 27, 2014 2:28 PM
Good Job Joanna, keep it up
Joanna G in response to venu gopal on page 9
Oct 18, 2013 11:41 AM
Hi,

I have checked the change order quantity case and my comments are as follows:

1) ALE scenario (when the PO is created automatically when you save the SO) - if I do the change in qty in
Sales order it is populated to purchase requisition and also PO is updated.
2) Manual PO creation - if I do the change in qty in Sales order it is populated to purchase requisition but PO is
NOT updated.

Unfortunately, in both scenarios - if I do the change in PO it is not populated to SO/PR (only the confirmed qty
changes). I don't know the reason but in your links it states that it should work... Maybe some note would be
helpful (as discussed in the second link you gave).

I especially suggest reading the note: http://www.stechno.net/sap-notes.html?view=sapnote&id=550192 some
helpful things are described there.

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BR,
Joanna
venu gopal in response to Joanna G on page 9
Sep 25, 2013 3:57 AM
Dear Joanna

I found one thing in some links ,, ex:suppose if i created 100 qnty in sales order and in Me21n ( po) if i changed
qnty automatically it will reflect in sales order
but if we changed in sales order level but it wont reflect in PO PLZ comment on this
plz check this links
http://help.sap.com/saphelp_erp60_sp/helpdata/en/dd/5602c8545a11d1a7020000e829fd11/content.htm
http://scn.sap.com/thread/3176487
http://scn.sap.com/thread/1839363

Thanks a lot
Joanna G in response to Sriram D on page 9
Sep 24, 2013 8:51 PM
Hi Siriam,

As you can read in my blog above, the billing relevance indicator is set to F by default in item
category TAS. That means: relevant for order-related billing document: status according to
invoice receipt quantity. That is, the system allows invoicing the order only when vendors invoice
has been processed in invoice verification. Of course it's the standard setting. As I understand,
your enterprise would want to have the possibility of creation the customer invoice irrespective
of invoice receipt. If you change this indicator (i.e. for B - Relevant for order-related billing - status
acc.to order qty) it is possible to create customer invoice before invoice receipt. I would suggest
to test this on your test environment and check if that is suitable for you.

Unfortunately, I don't know ASN and have never configured that process.

Best regards,
J.
Sriram D
Sep 20, 2013 10:19 AM
Jonna,

Wow your post is quite good and informative.

I have a scenario
Think that we are good and done upto invoice. If the vendor does the delay at sending the invoice to the
enterprise what do u recommend in this scenario?? If the enterprise delay in posting the invoice to the
customer, you know the consequence..
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i heard about Advance Shipment Notification ?? have you configured this ?? if so could you please explain this
as well..

Sriram.
Joanna G
Sep 19, 2013 8:27 PM
Thank you all!
Naresh Krishnamoorthy
Sep 9, 2013 7:59 AM
Good One...Thanks.

Best Regards,
Naresh K.
venu gopal
Sep 9, 2013 6:38 AM
Hai thanks a lot for sharing this
Khushi Mughal
Sep 8, 2013 3:01 PM
I have enjoyed and learnt from your blogs.
Keep posting...

Joanna G in response to Karuna Ravuri on page 10
Jul 9, 2013 4:18 PM
Thanks!
Karuna Ravuri
Jul 1, 2013 1:30 PM
Joanna,
helpful one..
Joanna G in response to Tomasz Domanski on page 11
Jun 10, 2013 5:24 PM
Hi,

It is not possible to choose other "order type" than purchasing requisition type in schedule line category
(purch. doc. cat. = B), so you cannot have the scheduling agreement w. delivery schedule instead of Purchase
Requisition + Purchase Order. However, it is possible to create scheduling agreement with reference to the
purchasing requisition that is created when Sales order is saved. In such situation, you have scheduling
agreement number in Sales order history. Unfortunately, you cannot use ALE function for automatic creation of
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this scheduling agreement, as in Sales organization definition you can choose only purchase order type (purch.
doc. cat. = F).

As far as I know, there is an additional solution from SAP - ACS (Automotive Consulting Solution) that makes
the third-party process with scheduling agreements (on both, SD and MM sides) possible. For more info,
please, check the links:

http://www.sap.com/germany/campaigns/2010-10-automotive-acs/en/resources/index.epx?tab=sales
http://www.saptechies.com/thirdparty-order-processing-scheduling-agreements-633503/

Regards,
J.
Tomasz Domanski
Jun 10, 2013 11:54 AM
Does this work in std SAP with different MM setups eg. Scheduling Agreement w. Delivery Schedule instead of
Purchase Requisition + Purchase Order? Have you tried this one also?

Third Party Process Overview

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Generated by Jive on 2014-09-15+02:00

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